Administrative Assistant - Rehab - Full Time - Days

Best Care•Fremont, NE

1d•Onsite

About The Position

The Administrative Assistant provides experienced clerical and administrative support to the rehab department, helping with daily functions and projects. The role supports a welcoming, safe, and well-organized work environment and provides courteous, responsive service to patients, families, visitors, physicians, staff, and other customers. Duties include handling communications and confidential documents; coordinating schedules, meetings, travel, repairs, and departmental information; assisting with personnel and payroll processes; preparing reports and meeting materials; maintaining records and procedures; and collaborating with the Administrative Support Team. The position is based at Methodist Fremont Health in Fremont, Nebraska, and is scheduled Monday through Friday, 9:00 a.m. to 5:30 p.m.

Requirements

High school diploma or GED required.
Minimum of 3–5 years of administrative experience required.
Excellent interpersonal and customer service skills, including verbal and written communication with physicians, callers, visitors, patients, families, and team members.
Ability to prepare reports, perform calculations, maintain records, and deal effectively with people.
Ability to use a variety of computer applications.
Excellent grammar, punctuation, spelling, and presentation layout skills.
Knowledge of office procedures and record-keeping principles.
Knowledge of Microsoft Word, Excel, and PowerPoint; proficiency with these products, Access, and Outlook.
Ability to exert up to 20 pounds of force (Light Work).

Nice To Haves

Additional coursework in clerical or administrative support.
Prior experience supporting leadership staff.
Medical terminology.
American Heart Association Basic Life Support (BLS) certification preferred for MJE Neurodiagnostics.

Responsibilities

Promote a positive impression and welcoming environment through customer service; greet and direct patients, families, visitors, physicians, staff, and other customers.
Maintain a safe, clean, and neat work environment and demonstrate effective communication and interpersonal skills.
Respond promptly to requests and provide appropriate follow-up.
Provide advanced clerical and administrative support to department leaders, system leaders, administrators, and/or medical directors.
Prepare, distribute, and maintain confidential communications and documents as needed.
Assist with departmental budget reporting and expense reconciliation as needed.
Contact departmental leaders, committee chairs, vendors, and other agencies to obtain information or coordinate meetings, follow-up, or reporting.
Prioritize daily activities based on needs, deadlines, and workload, and communicate priorities and workload appropriately.
Monitor and coordinate repairs for work areas and update the Administrative Policy & Procedures Manual as needed and according to protocol.
Compose and type professional correspondence; maintain calendars and schedule appointments and meetings; resolve scheduling conflicts with appropriate personnel.
Assist leaders with travel arrangements.
Oversee departmental databases or software systems as applicable, acting as software administrator and IT liaison for departmental applications.
Handle general communications, including answering telephones promptly and courteously and making announcements or operating call systems when applicable.
Maintain privacy and confidentiality of information.
Assist management with personnel records and requirements, including payroll timesheets, PTO usage, personnel files, interviews, and annual requirements; submit information to payroll on time and maintain PTO logs as directed.
Arrange candidate interviews, use the Kronos Payroll system as requested, and prepare on-call schedules as directed.
Remind service leaders about upcoming requirements such as TB testing and compliance reports.
Provide administrative support for Service Executive responsibilities related to Nurse Excellence.
Prepare materials for Nurse Excellence/Shared Governance, Leadership Council, Coordinating Council, Administrative Coordinator, and Service Executive meetings; schedule meetings, prepare and distribute agendas, take minutes, and distribute accurate minutes within five working days.
Coordinate monthly nursing division staff luncheons.
Use computer software to prepare requested reports, graphs, databases, forms, correspondence, and other documents.
Follow up on and file Responsibility Reports, Income Statements, and productivity reports.
Collaborate with and provide backup for other Administrative Support Team members, following team expectations for time off, schedules, and communication.